HMISHomeless Management

Information System

Part 1: Privacy & Ethics

Introduction to HMIS

• Mandated by HUD

• Demographics or PPI

• Client Tracking of SERVICES

• Client Tracking of GOALS

• Client Tracking of REFERRALS

• Better work flow and CASE NOTES

Personal Protected Information

• PPI-Personal Protected Information

• Universal Data Elements

Name, SSN, Entry/Exit, Zip Code of last address, DOB

• Web-based practices– Firewalls– Virus Scans

CONSENT

• May only collect PPI and UDE with written consent from client

• Only collect data necessary

• Signage

• Data Quality must be relevant, accurate, complete, and timely

• Disposal-7 years

What staff must do

• Explain client’s rights

• Copy of P&P if client requests

• Clients has a right to view and make corrections to their file

• All staff must sign a confidentiality form

Program Specific

• Each funding source requires different PPI

• For example: HUD required Living Situation, length of previous living situation, disability status, Veteran status, Income, and Chronic Homeless status

• (Income status must be collected at Entry/Exit, and annually)

Financial Assistance

• Amount of financial assistance provided during program participation

• Assistance paid to a third-party– Rental Assistance– Security Deposits– Utility Deposits– Utility Payments– Etc.

Funding sources

• Annual Homeless Assessment Report• Annual Progress Report• Continuum of Care• CDBG• ESPG• AHAR – Veterans Only• KNOW YOUR FUNDING

REQUIREMENTS

Privacy & Security

• Do not share your user name and password with anyone.

• Remote Access Policy– Signed Consent if you work from home

Information in HMIS is complete ENOUGH to allow other HMIS users to get information from you with discussion.

ROLES

• COC

• HMIS LEAD AGENCY

• CHO– Contributory Homeless Program– Non-contributory Homeless Program